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Kansas Records Retention Schedules

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Agency Code: 143-020 (State Corporation Commission. Utilities Division)

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Agency Number: 143-020
State Corporation Commission
Utilities Division

SERIES ID 0186-143 
TITLE Accounting Section Workpapers 
DESCRIPTION Workpapers developed by the Accounting Section staff related to closed rate cases which are retained for use of examples in future rate cases or for use in appeals. 
RETENTION See Comments 
COMMENTS Retain until superseded by workpapers for subsequent rate case, then discard. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1987-04-30 
K.A.R. NUMBER 53-2-070 

SERIES ID 0189-143 
TITLE Annual Financial Reports 
DESCRIPTION Financial reports submitted annually by all public utilities regulated by the KCC. 
RETENTION See Comments 
COMMENTS Transfer all originals predating 1970 to archives, retain subsequent originals 5 years, and until microfilmed, and then discard. 
DISPOSITION See Comments 
RESTRICTIONS None 
APPROVED 1987-04-30 
K.A.R. NUMBER 53-2-070 

SERIES ID 0188-143 
TITLE Annual and Special Reports 
DESCRIPTION General and specific reports on agency activities. Such as, but not limited to, S.B.881 Report and NARUC reports. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then transfer to the archives. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 1988-07-14 
K.A.R. NUMBER 53-2-074 

SERIES ID 0190-143 
TITLE Applications - Utilities 
DESCRIPTION Applications of various types filed with the Kansas Corporation Commission by all regulated utilities for authorization to operate in Kansas. 
RETENTION See Comments 
COMMENTS Microfilm, return to Utilities Division and retain in conjunction with Docket Files. Retain microfilm 30 years, then transfer to the archives. Security negatives stored at KSHS. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 1993-10-07 
K.A.R. NUMBER 53-2-098 

SERIES ID 0191-143 
TITLE Card Files 
DESCRIPTION Index to proceedings involving each utility company. 
RETENTION See Comments 
COMMENTS Retain permanently. 
DISPOSITION See Comments 
RESTRICTIONS None 
APPROVED 1987-04-30 
K.A.R. NUMBER 53-2-070 

SERIES ID 0192-143 
TITLE Certificates of Convenience and Necessity 
DESCRIPTION Certificates issued by the KCC authorizing regulated utilities to operate over specified geographic areas in Kansas. 
RETENTION See Comments 
COMMENTS Retain originals until noncurrent, and until microfilmed, and then discard, retain microfilm permanently. 
DISPOSITION See Comments 
RESTRICTIONS None 
APPROVED 1987-04-30 
K.A.R. NUMBER 53-2-070 

SERIES ID 0193-143 
TITLE Commission Orders 
DESCRIPTION Duplicate chronological file of Commission's final orders in formal cases maintained for reference purposes. 
RETENTION See Comments 
COMMENTS Retain paper copies 15 years, and until microfilmed, and then discard, retain microfilm permanently. 
DISPOSITION See Comments 
RESTRICTIONS None 
APPROVED 1987-04-30 
K.A.R. NUMBER 53-2-070 

SERIES ID 0195-143 
TITLE Commission Orders 
DESCRIPTION Commission's final orders in formal cases. 
RETENTION See Comments 
COMMENTS Originals filmed as issued. Retain original hard copy until no longer useful, then destroy. Retain microfilm 50 years, then transfer to the archives. Discard duplicate hard copy when no longer useful. 
DISPOSITION See Comments 
RESTRICTIONS None 
APPROVED 1992-10-08 
K.A.R. NUMBER 53-2-094 

SERIES ID 0194-143 
TITLE Commission Orders 
DESCRIPTION Duplicate chronological file of Commission's final orders in formal cases, maintained for reference purpose. 
RETENTION 005 cldr yrs 
COMMENTS Originals filmed as issued. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1989-10-12 
K.A.R. NUMBER 53-2-081 

SERIES ID 0196-143 
TITLE Communication and Electric Line Reports 
DESCRIPTION Requests from regulated utilities for authority to make changes in communication or electric lines. 
RETENTION See Comments 
COMMENTS Retain originals while current and until no longer useful, then discard after microfilming; retain microfilm permanently. 
DISPOSITION See Comments 
RESTRICTIONS None 
APPROVED 1987-04-30 
K.A.R. NUMBER 53-2-070 

SERIES ID 0197-143 
TITLE Contracts 
DESCRIPTION Legal agreements between utilities which have been approved by the KCC. 
RETENTION See Comments 
COMMENTS Retain originals until microfilmed, then destroy hard copy. Retain microfilm 30 years, then transfer to the archives. Security negatives are stored in the KSHS museum. 
DISPOSITION See Comments 
RESTRICTIONS None 
APPROVED 1992-10-08 
K.A.R. NUMBER 53-2-094 

SERIES ID 0199-143 
TITLE Correspondence - Routine 
DESCRIPTION Division copies of general internal and external correspondence and memos sent and received. 
RETENTION See Comments 
COMMENTS Retain 3 years and then discard if routine, retain 3 years and then transfer to archives if valuable in documenting policies and procedures of the agency (seek archival appraisal if needed). 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1987-04-30 
K.A.R. NUMBER 53-2-070 

SERIES ID 0200-143 
TITLE Docket Files 
DESCRIPTION Applications, pleadings, correspondence, transcripts, orders, and other documents related to formal and informal commission proceedings. 
RETENTION See Comments 
COMMENTS Microfilm complete case after it closes. Retain hard copy 3 years then destroy. Retain microfilm 30 years, then transfer to the archives. Security negatives are stored at the KSHS museum. 
DISPOSITION See Comments 
RESTRICTIONS None 
APPROVED 1992-10-08 
K.A.R. NUMBER 53-2-094 

SERIES ID 0201-143 
TITLE Electric Accident Report 
DESCRIPTION Accidents reported by jurisdictional utilities in accordance with KSA 66-132. Included physical injuries & electrocutions of persons in contact with transmission lines, time, location & circumstances. 
RETENTION See Comments 
COMMENTS Retain on paper until microfilmed. Recycle paper, retain film permanently. 
DISPOSITION See Comments 
RESTRICTIONS None 
APPROVED 1989-10-12 
K.A.R. NUMBER 53-2-081 

SERIES ID 0202-143 
TITLE Electric Cooperative Sub-station Report 
DESCRIPTION Monthly report by electric utilities under KCC jurisdiction. Includes location, capacity and demand of substation, metered Kwh & dollar amount of sales, # of customers associated with energy sold. 
RETENTION See Comments 
COMMENTS Retain paper original current + 1 c. year, microfilm, then recycle paper. Retain film 10 years then destroy. 
DISPOSITION See Comments 
RESTRICTIONS None 
APPROVED 1989-10-12 
K.A.R. NUMBER 53-2-081 

SERIES ID 0204-143 
TITLE Energy Cost Adjustments 
DESCRIPTION Report filed by regulated electric utilities documenting detailed adjustments to current energy costs (a.k.a. ECA's). 
RETENTION See Comments 
COMMENTS Retain originals one year, then microfilm and destroy. Retain film 20 calendar years, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1988-04-14 
K.A.R. NUMBER 53-2-074 

SERIES ID 0205-143 
TITLE Gas B.T.U. Report 
DESCRIPTION Report filed by jurisdiction utilities reflecting BTU content level (the measure of natural gas's ability to produce heat) & BTU/Mcf at certain locations on company's system. 
RETENTION See Comments 
COMMENTS Retain original 1 year, or until microfilmed. Recycle paper. Keep microfilm 10 years then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1989-10-12 
K.A.R. NUMBER 53-2-081 

SERIES ID 0206-143 
TITLE Gas Interruption Report 
DESCRIPTION Monthly report submitted by jurisdictional utilities in accordance with Docket #106,210. Includes number of curtailments, volumes of natural gas curtailed. 
RETENTION See Comments 
COMMENTS Retain 1 year, or until microfilmed. Recycle paper. Keep microfilm 10 years, then destroy. 
DISPOSITION See Comments 
RESTRICTIONS None 
APPROVED 1989-10-12 
K.A.R. NUMBER 53-2-081 

SERIES ID 0207-143 
TITLE Gas Jurisdiction Files 
DESCRIPTION Accident reports, operating reports, and other documents related to natural gas companies regulated by the KCC. 
RETENTION See Comments 
COMMENTS Retain originals 2 years, and until microfilmed, and then discard, retain microfilm permanently. 
DISPOSITION See Comments 
RESTRICTIONS None 
APPROVED 1987-04-30 
K.A.R. NUMBER 53-2-070 

SERIES ID 0208-143 
TITLE Gas Meter Report 
DESCRIPTION Annual reports by jurisdictional utilities about meter tests. Includes number of meters tested by geographical area, percentage of inaccuracy for each meter tested, summarizes results of tests. 
RETENTION See Comments 
COMMENTS Retain 1 year or until microfilmed. Recycle paper. Keep film for 10 years then destroy. 
DISPOSITION See Comments 
RESTRICTIONS None 
APPROVED 1989-10-12 
K.A.R. NUMBER 53-2-081 

SERIES ID 0209-143 
TITLE Purchased Gas Adjustment 
DESCRIPTION Report filed by regulated gas utilities detailing adjustments made on rate charged customers for gas (a.k.a. UPG's). 
RETENTION See Comments 
COMMENTS Retain originals one year, then microfilm and destroy. Retain film 20 years, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1988-04-14 
K.A.R. NUMBER 53-2-074 

SERIES ID 0210-143 
TITLE Rate Design Workpapers 
DESCRIPTION Workpapers developed by the KCC staff in preparing recommendations to the Commission regarding utility company requests in formal and informal cases. 
RETENTION See Comments 
COMMENTS Retain until superseded by workpapers for subsequent rate case, then discard. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1987-04-30 
K.A.R. NUMBER 53-2-070 

SERIES ID 0212-143 
TITLE Tariffs 
DESCRIPTION Documents listing rates charged by regulated utilities which have been approved by the KCC. 
RETENTION See Comments 
COMMENTS Retain originals while current and until no longer useful, then discard after microfilming, retain microfilm permanently. 
DISPOSITION See Comments 
RESTRICTIONS None 
APPROVED 1987-04-30 
K.A.R. NUMBER 53-2-070 

SERIES ID 0215-143 
TITLE Weekly Calendar 
DESCRIPTION Weekly status printouts listing formal, informal, and other action/investigations involving the utilities staff including the company(ies))) involved, staff, status, date action must concluded, etc. 
RETENTION See Comments 
COMMENTS Retain current year, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1992-10-08 
K.A.R. NUMBER 53-2-094 

SERIES ID 0216-143 
TITLE Wolf Creek Data Requests 
DESCRIPTION Documents related to requests submitted by the KCC staff to the owners of the Wolf Creek generating station for information related to rate cases. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then transfer to archives. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 1987-04-30 
K.A.R. NUMBER 53-2-070 

SERIES ID 0217-143 
TITLE Wolf Creek Docket Files 
DESCRIPTION Transcripts, orders, testimony, and other documents related to KCC proceedings in 4 cases involving the Wolf Creek generating station. 
RETENTION See Comments 
COMMENTS Retain originals 10 years, and until microfilmed, and then transfer to archives, retain microfilm permanently. 
DISPOSITION See Comments 
RESTRICTIONS None 
APPROVED 1987-04-30 
K.A.R. NUMBER 53-2-070 

Agency Number: 143-020
State Corporation Commission
Utilities Division
Compliance Section

SERIES ID 0203-143 
TITLE Electric Peak Demand Reports 
DESCRIPTION Monthly reports by regulated electric utilities identifying by substation the electric demand, includes kilowatt units demanded and delivered. Information used in determining the surcharge. 
RETENTION 001 cldr yr 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1990-01-25 
K.A.R. NUMBER 53-2-083 

SERIES ID 0211-143 
TITLE Research and Development Surcharge Reports 
DESCRIPTION Monthly reports submitted by regulated electric utilities indicating the funds collected for research and development. Includes information used to determine the surcharge added to customer bills. 
RETENTION 001 cldr yr 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1990-01-25 
K.A.R. NUMBER 53-2-083 

Agency Number: 143-020
State Corporation Commission
Utilities Division
Pipeline Safety

SERIES ID 0049-143 
TITLE Pipeline Safety Annual Inspection Reports 
DESCRIPTION Reports submitted by all jurisdictional pipeline operators within the state of Kansas and includes the miles of pipes and number of services. 
RETENTION 010 cldr yrs 
COMMENTS Retain in office 5 calendar years, transfer to the records center for 5 calendar years, then transfer to the archives. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 2002-10-17 
K.A.R. NUMBER 53-2-132 

SERIES ID 0424-143 
TITLE Pipeline Safety Annual Reports 
DESCRIPTION Copies of federal annual reports of gas pipeline operators. 
RETENTION 004 cldr yrs 
COMMENTS Retain in office 2 calendar years, transfer to the records center for 2 calendar years, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2002-10-17 
K.A.R. NUMBER 53-2-132 

SERIES ID 0423-143 
TITLE Pipeline Safety Incident Reports 
DESCRIPTION Reports pertaining to natural gas incidents such as explosions, personal injury, or damages over $5,000. 
RETENTION 010 cldr yrs 
COMMENTS Retain in office 5 calendar years, transfer to the records center for 5 calendar years, then transfer to the archives. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 2002-10-17 
K.A.R. NUMBER 53-2-132 

SERIES ID 0420-143 
TITLE Pipeline Safety Inspection Guides 
DESCRIPTION Forms completed on a field inspection which is used to compile the annual inspection report. 
RETENTION 003 cldr yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2002-10-17 
K.A.R. NUMBER 53-2-132 

SERIES ID 0051-143 
TITLE Pipeline Safety Meters Annual Inspection Reports 
DESCRIPTION Reports generated from the inspection of natural gas piping networks in trailer courts and apartment buildings by building owners to tenants. 
RETENTION 006 cldr yrs 
COMMENTS Retain in office 3 calendar years, transfer to the records center for 3 calendar years, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2002-10-17 
K.A.R. NUMBER 53-2-132 

SERIES ID 0422-143 
TITLE Pipeline Safety Program Certificates 
DESCRIPTION Copies of federal forms authorizing federally funded programs. 
RETENTION See Comments 
COMMENTS Retain 5 years after funding ends, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2002-10-17 
K.A.R. NUMBER 53-2-132 

SERIES ID 0421-143 
TITLE Pipeline Safety Telephonic Reports 
DESCRIPTION Computer generated reports pertaining to minor incidents involving natural gas pipelines that result in $5,000 or less in damages with no injuries. 
RETENTION 010 cldr yrs 
COMMENTS Retain in office 5 calendar years, transfer to the records center for 5 calendar years, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2002-10-17 
K.A.R. NUMBER 53-2-132 

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